Accounting/Financial/Insurance

Accounts Administrator

Full Time Permanent

Manchester Jobs Board

Accounts Administrator 

Position Overview

To be responsible for maintaining accurate property records for all designated properties. Ensuring that our inhouse software is a true reflection the client account at all times. Dealing with clients and residents on a daily basis in a professional and courteous manner.

Essential Job Functions

• Income Management All cash, cheques, standing orders and electronic transfers to be applied to tenant accounts daily. Bank statement to be printed daily, for each property, and filed in statement file with entries ‘ticked’ to show that they have been input.

• Tenant Invoices Generate tenant service charge demands no less than 20 days before due date. Ground Rent demands to be issued no less than 32 days before due date and other invoices as required. All necessary documentation to be included with demands to ensure compliance with current regulations.

• Purchase Ledger Scan, index, analyse and file unpaid invoices daily. Payment runs to be completed weekly on a Tuesday. General supplier payment runs to be completed monthly on/around 16th of each month. A file of current statements is to be maintained. Any un-reconciled entries to be followed up. Re-visit any outstanding entries within one month to ensure any queries are resolved.

• Bank Reconciliations All client bank accounts to be fully reconciled within 10 days of month end. Investigate any un- reconciled entries and provide details.

• Client Reporting Produce monthly reports, within 5 days of month/quarter end, ensuring that they show an accurate reflection of the property account.

• Credit Control Credit control letters to be issued in line with agreed timescales and files to be passed to the credit control department. Any exceptions to be agreed with credit control. Initial credit control notes to be kept fully up to date detailing any chaser calls/emails/

letters etc. Credit control stops to be applied to all accounts where payment is made by standing order and the stops report to be checked quarterly.

Ensure standing orders are amended to reflect annual budget changes. Ground Rent and Insurance arrears reports to be monitored monthly. Ensure that anyone paying service charges by standing order is chased for any additional payments due.

• In House Software Maintenance Ensure tenant amendments are dealt with on receipt. Pro-actively obtain contact details and update records immediately. Complete and return change of tenancy forms within 7 days or ensure call log is amended to reflect the reason for any delay

• Communications Deal with tenant queries on receipt and raise call logs where necessary. Ensure all communications, (telephone, email or letter) are professional and are to a high standard All tenant communications to be correctly saved on the server. Remain professional and courteous at all times

Requirements

• Resilience and Enthusiasm

• Desire to take ownership of issues and to bring them to a conclusion

• Excellent customer service skills with an open and approachable attitude and a willingness

to build a rapport with tenants, clients and other departments.

• Versatility and the ability to adapt quickly to changing roles

• Excellent communication skills, both written and verbal

• Experience of MS Office – Word and Excel

• Ability to work on own initiative as well as part of a team

• Ability to prioritise workload to give maximum productivity

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